Completing the Accounts Payable (AP) Redistribution Form For Invoices Matched to a Purchase Order

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1 Completing the Accounts Payable (AP) Redistribution Form For Invoices Matched to a Purchase Order The steps below outline how to use Oracle to find the necessary information to complete the AP Redistribution Form to correct account information for an invoice that is matched to a Purchase Order (PO). 1. Using an AP responsibility (ex. USA AP Inquiry), navigate to Invoices->Inquiry->Invoices. 2. Enter any information you know about the Invoice or the Purchase Order (see example inquiry criteria below) in the Find Invoices screen and then click the Find button. 3. Results will show on the Invoice Workbench screen, which can be used to locate information to be entered into the Original Invoice Information section of the AP Redistribution Form. Note: Click on the Lines tab to see PO line information.

2 Note: If multiple (10+) redistributions are being requested, screenshots of the current (incorrect) information may be accepted by AP in lieu of completing separate forms for each redistribution. However, all required signatures must still be obtained on an AP Redistribution Form and attached to the screenshot.

3 4. In the Charge Information section of the AP Redistribution Form, select the appropriate button for redistributing from a Grants or General Ledger (GL) string. For example purposes, we will use the Redistributing from a GL string button. 5. The form will expand with the Old GL String, New GL String, and New Grants String areas. Let s use the Invoice Workbench screen again to find the information for these areas. 6. The Lines tab of the Invoice Workbench screen can be used to locate the required Old GL String information. Click either the Distributions or All Distributions button.

4 a. Clicking the button will show distributions ONLY for the highlighted invoice line. i. The Invoice Line # is shown in the Line Number field in the header area. ii. The Distribution Line # is shown in the Num column in the Distributions Line area. Note: Invoice lines can have multiple distribution lines so there could be distribution line numbers 1,2,3,etc. that are all associated with the same Invoice Line #. b. Clicking the button will show all distributions for all invoice lines. i. The Invoice Line # is shown in the Line Number field in the header area. ii. The Distribution Line# is shown in the Num column in the Distributions Line area. Note: Invoice lines can have multiple distributions so there could be distribution line numbers 1,2,3,etc. that are all associated with the same Invoice Line #.

5 7. Next, you will need to enter the new (correct) account string information on the AP Redistribution Form. In this example, the Organization is being changed from to Note: Redistributions can be done from a GL string to a GL and/or Grants account string(s) and also from a Grants string to a GL and/or Grants string(s). 8. Enter the reason for the redistribution in the Business Purpose of Change field on the form. 9. Sign and complete the Initiating Department Information section. 10. Obtain the Business Manager signature for the Authorization section.

6 11. If sponsored funds are being redistributed, then the signatures under the For Sponsored Funds sections must also be obtained. 12. Once the form has been fully completed, send it to the Accounts Payable Department in the UTDC building. NOTE: When submitting an Accounts Payable (AP) Redistribution Form for an invoice that is matched against a Purchase Order (PO), the following steps must also occur after the AP Redistribution form is submitted to AP: 1. AP will unbill (or reverse) the appropriate line and send an to the Buyer so that the Buyer can make the necessary accounting change on the PO distribution line. 2. Buyer receives the from AP and enters a return in Oracle for the appropriate PO distribution line (if the PO line item has a receipt associated with it). 3. Buyer modifies the PO distribution line that needs to be changed by: a) Un-reserving the specific PO line item that needs to have the distribution changed. b) Correcting the PO distribution for that line. c) Re-approving the PO and/or having the PO approved. d) Receiving against the corrected PO line. 4. Buyer notifies AP that the PO distribution has been modified. 5. AP will match the invoice against the PO line with the corrected distribution information.

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